Hall Rental Agreement

1) Security Deposit is due at the time the “Facility Rental Agreement” is signed. If you are paying by cheque, your cheque is cashed and held in our account.

Security Deposit policy

The Hall is inspected before and after your rental. If damage has occurred, items are missing or additional janitorial services are required to return the Hall to its original state the costs associated with such items will be deducted from your security deposit before the balance (if any) is returned to you. Any damage that is “wilful or intentional” will result in the forfeiture of the entire deposit. The Security deposit will be returned by mail after the Hall Manager confirms everything is in good order. The security deposit refund cheque is written by the Treasurer and signed by one other Board member. This process takes 2 to 3 weeks. $50.00 an hour, or any portion of an hour, will be charged to clean the Hall if any janitorial duties are neglected by the renter. The Cambrian Heights Community Association is a non-profit organization run solely by volunteers. This fee reflects the cost of hiring additional janitorial contractors on a short term basis.

2) Renter’s Responsibilities:

  • Set up tables and chairs (Use carts and dolly provided, do not drag across the floor)
  • Clean tables and chairs and put them away in the storage room immediately following the event (Note: $100 will be deducted from the security deposit if tables/chairs are not put away)
  • Put all garbage and litter into bags provided and place inside the garbage receptacle located in the parking lot.
  • Remove all decorations and tape. Do not use duct tape to decorate. Remember that any decorating done Friday evening or Saturday morning needs to come down before 3:00am Sunday morning. If you used the dishes/cutlery they must be washed and returned to the shelves
  • Sweep the floors and mop any spills • Clean all kitchen and bar surfaces if you have used those areas
  • Ensure all doors and windows are closed and locked before leaving the facility.
  • Keep noise levels within the Hall area. Be a good neighbour to the area residents! We get complaints from the neighbours, by-law enforcement and the police when noise levels are too loud. Failure to comply with this requirement will result in forfeiture of the entire damage deposit.
  • Ensure the exterior front foyer, areas where picnic tables and parking lot are free of garbage.

3) Bar Usage

Liquor permits (available at any liquor outlet) are required for any events where alcohol is served. CHCA does not offer bartending service and does not have a liquor permit.

4) Hall Usage

Where possible, the CHCA will make the Hall available as far in advance as practical for renters to arrange setting up tables, chairs and decorations. The charge for setting up on Friday evening for a Saturday event is $30/hour. No candles or open flames permitted. No dance wax or other preparations may be used on the floor. No confetti or rice may be thrown in or on the premises or grounds. This includes all forms of confetti, including glitter, sequins, etc. The use of demonstrations using flammable liquids or pyrotechnics is strictly prohibited on the premises. The use of tacks, pins, duct tape, nails, etc. is not permitted. Do not use tape on the windows. Blow up climbers, bouncers and castles are strictly prohibited.

5) Smoking Policy

The CHCA is a non-smoking facility.

6) Kitchen

Stoves and ovens are not to be used for any other purpose other than reheating food. Under no circumstances is grease generating cooking permitted in the kitchen. All food must be kept to the designated eating area (kitchen and main hall) The kitchen must be kept clean (returned to its original condition) after each rental. Failure to do this will result in a $50/hour (or any portion of an hour) fee charged for cleaning.

7) Supplies/Cleaning

Tea towels, dish cloths, wiping rags, brooms, cleaning supplies, garbage bags and floor mops are provided for renters.

8) Duration of Rental

Rental is for the duration stated in the “Facility Rental Agreement”. The renter is responsible for cleanup, removal of all items belonging to the group and all other items referred to in this agreement by 3 am of the day immediately following your rental event. [ie: if your rental event is Saturday the Hall must be clean and vacated by 3 am Sunday morning.]

9) Parking

There are stalls on the CHCA property and there is street parking available if needed. Please encourage your function attendees not to park in the alley.

10) Pet Policy

No pets or non working animals (ie guide dogs) are allowed in the Hall.

HALL RENTAL WAIVER The Cambrian Heights Community Association (CHCA) assumes no responsibility whatsoever for any and all injuries or damage to persons or property, however caused, including any claims arising out of the dispensing, by the renter, of alcoholic beverages. Community Association insurance does not extend coverage to third party facility renters. If you have inquiries regarding this you can contact Party Alcohol Liability www.palcanada.com or your insurance provider. Without limiting the generality of the foregoing,you the renter is fully responsible for any and all damages to the Hall, however caused (with the exception of damages caused by natural forces), while the Hall is in his/her care, custody and control.